Administrative Associate

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Responsibilities:

• Processing and coding of all accounts payable invoices at the property per established schedules.
• W-9’s – Obtain completed W-9 forms from all vendors. Also responsible for entering in DAB.  
• Ensuring accounts receivable balances are minimized at the property. Includes preparing the weekly AR report and constant follow ups via Email, Phone & Letters.
• Responsible for ensuring all document/paperwork for the property is filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables. All files at the property should comply with JLL Management Audit requirements.
• Prepare express mail packages.
• Track and maintain Certificates of Insurance; responsible for notifying tenants and vendors of expired COI's and COI requirements via letters or e-mail.
• Maintain spreadsheet of COI's on file that detail the insured and the policy expiration.
• Assisting the General Manager in preparation of the annual asset plan and budget.
• Participating in the property’s Team Emergency Response Plan and procedures.
• Assisting in Move-In/Move-Out processes and procedures; including issuing or retrieving keys, mailbox keys and other relevant information.
• Answering front desk telephones, ordering supplies, maintain Tenant/Vendor contact lists and greeting visitors.
• Handle any tenant issues regarding maintenance or service requests quickly, passing along urgent matters to General Manager.
• Other duties as assigned by the General Manager falling within the reasonable expectations of an administrative position.
• Update and Maintain shared Tenant Outlook Contacts
• Enter Monthly Electric and Water Bills into Energy Star to track utility usage for AEW
• Monitor Monthly Sales Reports sent in to SALES email address, print & file Sales reports and follow-up on missing sales.
• Print and Bind the Monthly Management Report for the GM.
• Prepare GM's monthly Expense Report.
• Prepare Revised Billings for Tenants with new leases or moves outs, etc.
• Prepare MBAs for Percentage Rent 
• Prepare MBA for any items that need to be corrected.
• Prepare Zero Application Requests for payments / corrections
• Pull a GL with the Marketing Accounts for the Marketing Manager to review for Mktg. accruals.
• Review Operating GL for preparation of monthly accruals
• Pull Monthly Comparative, Rolling 12 & Occupancy Cost Sales Reports for Marketing Manager

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary 

• Paid Time Off and Company Holidays

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.